Purpose of this Handbook



WSU Mount Vernon

Graduate Student Handbook

Welcome to WSU Mount Vernon!

This handbook will help ensure your successful experience as a graduate student at WSU Mount Vernon. Read this handbook when you begin enrollment, and keep it on file for reference regarding Center policies and procedures. You also can obtain it electronically from the WSU Mount Vernon Graduate Students web page.

Please know that everyone at the Center is willing to answer your questions and help you get settled. Our Center is known for its “can-do” attitude, commitment to excellence, conscientious care of assigned resources, and collegiality. We celebrate your arrival and look forward to working and helping you become an essential and contributing member of our research and extension community.

Part I: Introduction to WSU and our RESEARCH & EXTENSION center

Washington State University is a land-grant university that conducts research and provides world-class education and outreach to more than 28,000 students statewide. Founded in Pullman in 1890, WSU’s statewide system includes campuses in Spokane, the Tri-Cities, Everett, and Vancouver, extension offices in every county, and distance degree programs accessible around the world. WSU has four strategic goals:

1. Offer the best undergraduate experience in a research university;

2. Nurture a world-class environment for research, scholarship, graduate education, the arts, and engagement;

3. Create an environment of trust and respect in all we do; and

4. Develop a culture of shared commitment to quality in all of our activities

WSU CAHNRS (College of Agricultural, Human, and Natural Resources Sciences) is one of 11 colleges within WSU. CAHNRS is an expansive and diverse college that includes 13 academic departments and four research and extension centers distributed across Washington State, of which WSU Mount Vernon is one. Each faculty member at WSU Mount Vernon belongs to one of the departments within CAHNRS.

The CAHNRS mission is to provide global leadership in discovering, accessing and disseminating knowledge that contributes to a safe, abundant food and fiber supply; promote the well-being of individuals, families and communities; enhance sustainability of agricultural and economic systems; and promote stewardship of natural resources and ecological systems.

WSU Extension engages people, organizations and communities. While all faculty at WSU Mount Vernon have an extension component to their research, the faculty at WSU County Extension offices oversee the extension education programs of their counties. We frequently collaborate with WSU Extension Educators. The Northwestern Washington counties include Island, San Juan, Skagit, Snohomish, Whatcom counties. All extension offices maintain extensive websites (see CAHNRS web page Locations tab).

WSU Mount Vernon is one of four agricultural research & extension centers in the state operated by CAHNRS; WSU Puyallup, WSU Prosser (irrigated agriculture) and WSU Wenatchee (tree fruit) are the other three. WSU Mount Vernon was established in 1947 through grass-roots support as well as county, state and federal financial assistance (see “History of the Northwest Seed and Truck Crop Laboratory, Inc.,” which is kept in the front lobby). An $8-million revitalization effort was completed in 2006 and included construction of the Agricultural Research & Technology Building (ARTB). WSU contributed $6 million to this effort. In addition, more than $2 million was contributed as gifts from major donors, including: Skagit and Whatcom County, Port of Skagit, Family of Atsusa Sakuma, Alfred & Lucille Christianson Family, Family & Friends of William A. Roozen, Northwest Ag Research Foundation, Osberg Family Trust, Richard & Pat Smith, Maureen & Michael Fohn, Family of Jess & Barb Knutzen, Keith & Wendy and Darrin & Marily Morrison, NW Farm Credit Services, and Skagit Farmers Supply. All other donors are listed on the wall plaque in the front lobby.

The WSU Mount Vernon mission is to serve the agricultural, horticultural, and natural resource science interests of the state through research and extension activities that are enhanced by the unique conditions of northwestern Washington’s mild marine climate, diversity of small and mid-sized farms, and rural-urban interface.

1. The Center mailing address is: WSU Mount Vernon, 16650 State Route 536, Mount Vernon, WA

98273-4768

2. WSU Mount Vernon can also be referred to as the WSU Mount Vernon Research Center or WSU Mount Vernon NWREC (Northwestern Washington Research & Extension Center). Please use one of these names in all aspects of your upcoming oral and written communications.

Please note: our Center is not “The Extension Center,” which refers to the WSU Skagit County Extension Office in Burlington.

3. The telephone number for the main office is: 360-848-6120. You will have a phone accessible in your workspace, and you will need to note that number for your work calls.

4. The fax number for the Center is: 360-848-6159.

5. The web address for the Center is: . The program you work with has its own web page, and you will need to note that web address.

6. Hours of operation are: 8 a.m. to 5 p.m. Monday through Friday. Typical working hours are 8 a.m. to 4:30 p.m. with a half-hour lunch break from noon to 12:30 p.m., and additional breaks from 10 a.m. to 10:15 a.m. and from 3 p.m. to 3:15 p.m. While some staff, faculty and graduate students need to work beyond these times, most staff and temporary employees adhere to this schedule.

Part II: GETTING STARTED

Your advisor will provide you with a copy of the checklist below. It details who you need to meet with and what you need to do during your first days at the Center. Feel free to ask questions!

Meet with Administrative Manager: D ate: ____/____/____

_____ Emergency contact information provided (contacts need to be appropriate family or friends)

_____ Purchasing procedures and credit card uses reviewed

_____ MyWSU (zzusis) introduced

Meet with the Front Office Staff: Date: _____/_____/_____

_____ Payroll documents (Direct Deposit, Driver’s license, I-9 Verification, W-4, etc.) completed and provided to

Fiscal Specialist (payroll)

_____ Housing arrangements completed with front office, if needed

_____ Travel procedures (Travel Authority, Expense Voucher Forms) reviewed with Fiscal Specialist (travel)

_____ Xerox copier authorization code obtained from Fiscal Specialist or Administrative Manager

Information Technology: Date: ____/____/____

_____ WSU e-mail address and WSU Net ID and log-in, obtained

_____ Proximity card issued

Facilities Manager: Date: _____/_____/_____

_____ Greenhouse, screen house and growth chamber use reviewed

_____ Land use, field plot assignments, and access to field equipment explained

_____ Personal locker issued (if requested); general ARTB functions explained (coolers, septic system, etc.)

_____ Security/alarm system protocols explained, and access code and keys issued

_____ Vehicle check-out and proper vehicle and fuel card uses explained; fuel code obtained if requested

Safety Trainings (with research program technician): Date: _____/_____/_____

_____ Safety orientation checklist completed and returned to front office (as required by WSU)

_____ Safety-specific training for WSU Mount Vernon completed (includes accident prevention; EH&S student website and fact

sheets; emergency response; heat stress; laboratory safety practices; pesticide safety, storage, notifications and signage;

tractor safety; pesticide/chemical storage, disposal, record-keeping)

Supplementary Required Trainings:

_____ WSU Sexual Harassment, Prevention, and Online Training Date: _____/_____/_____

(must be verified by Administrative Manager)

_____ WSU MyResearch for responsible conduct of research, Date: _____/_____/_____

(must be verified by Administrative Manager )

_____ WSDA Pesticide License (optional by program) Date: _____/_____/_____

Student to sign and date; return to advisor who forwards to front office when completed

________________________________________________________________ Date:_____/_____/_____

Part III: WHILE A STUDENT

(organized alphabetically)

Accidents

Immediately report any accident, no matter how large or small, to your supervisor.

Annual Field Day and Visitors

WSU Mount Vernon hosts an annual field day so stakeholders and the public can view research experiments in progress. The event is usually held the first Thursday after the Fourth of July. The Center also hosts many visitors on a regular basis. As a student you will be called upon often to introduce yourself, formally acknowledge your faculty advisor and the program in which you work, and present a short synopsis about your research project.

Annual Graduate Student Symposium

Each year, Center graduate students organize a symposium to which they invite the public to attend and broadcast live to Pullman. The event usually takes place in November near Veterans Day. In some years, students invite a special speaker(s) to spend the day with them. In other years, they present posters of their own research. Students from WSU Puyallup and neighboring universities (e.g., WWU, UW, Evergreen) also can be invited to participate. A committee of graduate students is in charge of organizing this event.

Agricultural Research & Technology Building

The Center’s Agricultural Research & Technology Building (ARTB) requires special care; please do your part. (See Appendix I for specific information about ARTB heating/cooling systems, fume hoods and bio-safety cabinet, furnishings, Argus greenhouse control system, plumbing, power and back-up generators, septic system, and security system.)

ARTB Common Areas.

There are many common areas throughout the building and campus; all need to be kept free of clutter and cleaned after use. For break rooms and kitchen, be sure to remove food items from the refrigerators, keep the microwave ovens clean, and wash your own dishes.

Brown-bag Seminars

Sometimes during noon-hours, the Center hosts brown-bag seminars in the auditorium. Speakers include visiting scientists, special guests, representatives of various organizations, WSU faculty and staff, and graduate students practicing for departmental seminars. Please bring your lunch and plan to attend.

Cell Phone Use and Etiquette

All WSU affiliates are expected to practice good cell phone etiquette at all times by taking calls outside of general areas so as not to disturb others, limiting personal calls to private areas primarily during break periods, and turning ringers off during meetings. Please use the “vibrate” setting.

Citizenship and Student Involvement

WSU Mount Vernon embraces a culture of involvement in scholarship and community engagement. All personnel, including graduate students, are expected to be good citizens and contribute to various committees, participate in general Center activities, help organize student-sponsored events, and respond promptly if unavailable.

Regular attendance, active participation and punctuality at graduate student monthly meetings, special seminars, brown-bag talks, potluck luncheons, ceremonies, field days and other special functions is a further expectation. Whenever you have a legitimate reason and are not able to attend or will be late to a meeting/event, please practice professional courtesy by sending an e-mail message to your advisor, the Graduate Student Coordinator or Liaison, and/or the event organizer, as appropriate.

Conflict Resolution

If a workplace conflict exists, every effort should be made to remedy the issue with your advisor and/or the Director. The Graduate Student Coordinator also is available as a neutral party for this purpose. Issues that are not able to be satisfactorily resolved can be handled as a last resort by the prescribed procedure in WSU’s Workplace Concern Resolution Process. Links to the process can be found via Human Resource Services and the Ombudsman’s Office.

Cooler Space

General use coolers and the processing lab freezer are assigned according to use. Outdoor coolers from east to west are for potatoes, fruit, soils and plants; the indoor cooler in the processing lab is for vegetables. The indoor freezer in the processing lab is for mixed uses. Be sure to label and date all plant and soil material that is stored, and remove those materials when cold storage is no longer needed.

Discovery Garden

WSU Mount Vernon works with three gardening groups (WSU Skagit County Master Gardeners, Western Washington Fruit Research Foundation, and Washington Native Plant Society) which maintain the volunteer gardens and orchard at our Center. These areas are open to the public daily from dawn until dusk.

Emergencies

Dial 911 for all medical and fire emergencies. For facility and other emergencies only, dial 360-770-9613 (Facilities Manager) or 360-420-9551 (Administrative Manager). At the beginning of your employment, you will be asked to provide the name/contact information of an emergency contact person. Be sure that you list only the name(s) of people (family or close friends) who agree to this responsibility and are able to serve in this capacity. Remember, they will have access to your medical information and may need to make medical decisions for you.

Graduate School

As a WSU graduate student, it is important that you become familiar with the WSU Graduate School website. It contains essential information on procedures and timeframes you must follow in order to establish an advisory committee, file a program of study, register for classes, schedule oral exams, and write and submit your thesis. You are responsible for meeting these deadlines (see Graduate Students page). You are advised to check your academic program’s website, as most also provide their own handbook with guidelines.

Graduate Student Annual Reviews

Performance reviews for graduate students are conducted annually by each advisor—this is a requirement of WSU. Other more frequent, informal reviews also may occur. You are strongly encouraged to interact regularly with your graduate advisor(s) regarding expectations and performance, to identify student strengths and weaknesses, and to reaffirm or redirect course work and/or work assignments and/or other activities.

Graduate Student Coordinator

One faculty member is formally appointed by the Director and available to help you with various issues that may arise during your graduate studies at WSU. The coordinator also formally represents WSU Mount Vernon at WSU Graduate School meetings and workshops and advises students on graduate student-sponsored activities. The coordinator can be a valuable resource which both faculty and students are encouraged to use.

All faculty members assist the coordinator by meeting and getting to know Center graduate students, attending their seminars, participating in special student events, and treating students respectfully and professionally.

All graduate students assist the coordinator by meeting and getting to know Center faculty, attending their seminars, participating in faculty events, and treating faculty respectfully and professionally.

Graduate Student Desk and Office Assignments

Graduate student desk assignments are based on available desk space. Priority is determined by level of degree and seniority of the student. When you graduate and your desk becomes free, the Graduate Liaison will contact current students about re-occupying it. If there is no interest, your desk will be assigned to an incoming student. When you complete your degree, you will need to vacate and clean up your spaces within five (5) business days of the official WSU final grade submission end date for each semester/session.

Graduate Student Liaison

Each year, students elect a Graduate Student Liaison to serve for one year. The elected Graduate Student Liaison is responsible for working closely with the Director and Graduate Student Coordinator and represents graduate student interests/perspectives at faculty meetings. The liaison organizes one graduate student meeting per month to address graduate student needs and interests, is involved in the planning of graduate student special events, and helps to enhance the continued development of the WSU Mount Vernon graduate student experience. The liaison also works with the student committee which coordinates the Center’s annual Graduate Student Symposium.

Hazardous Waste.

Notify the research technician in your program if you anticipate generating any type of hazardous waste so that appropriate actions on safety, storage and disposal can be implemented.

Health and Wellness

Please see Appendix IV for information about using WSU Student Health Insurance when away from the Pullman campus.

Hospital

For a medical emergency, dial 911. For emergency care, Skagit Valley Hospital is located on 15th Street on the hill in Mount Vernon, at 1415 E. Kincaid Street; 360-424-4111. Also Skagit Regional Clinics’ Riverbend Urgent Care Clinic is located only 5 miles away at 2320 Freeway Drive; 360-814-6850.

Lockers

The Facilities staff assigns lockers; check with them if you need one. You will need to provide your own lock.

MSDS

You must acquire a Materials Safety Data Sheet (MSDS) each time you order a new chemical. Please file a copy with the MSDS collection maintained in the new head hous,e and work with the technician in your program to determine if a particular MSDS must also be kept in your program’s laboratory.

Marijuana Policy.

WSU has well-established guidelines regarding use of marijuana. The same rules on the main campus also apply to WSU locations throughout the State, including all premises at our Center. These rules will be strictly enforced:

1. In Washington State persons 21 years of age or older are able to possess up to an ounce of marijuana/cannabis for personal use in private settings. However, cannabis use or possession is not legal anywhere on the WSU campus, primarily due to compliance with the Federal Drug-Free Schools Act.

2. Cannabis use on the WSU campus is a violation of the student code of conduct.

3. Financial aid eligibility can be negatively affected by a drug conviction. See question # 23 on the FAFSA.

For more information about WSU ADCAPS (Alcohol & Drug Counseling, Assessment, & Prevention Services) and the Drug Free Schools & Campuses Act, see

Olson House Resident Coordinator. The Resident Coordinator is appointed by the Director and helps the Center by handling resident and guest questions, and issues involving keys, lights not working, keeping general use areas clean, building camaraderie among the occupants, keeping the Director or GA staff informed of any problems, etc. In lieu, WSU Mount Vernon reduces the Resident Coordinator’s rent by $50/month.

Olson House Room Assignments

Olson House room assignments are made on a first-come, first-served basis. Because space is limited, residents and guests are encouraged to make room reservations in advance. In case of competing reservations, priority may be given as follows: 1) Center students without cars, 2) Center students who need housing for only a few months or weeks, 3) Center staff who need temporary housing, 4) Center guests, and 5) others by permission of the Director. (See Olson Heritage Farmhouse web page for information about Olson House.)

Olson House Stays

Center students who need housing for more than one year are encouraged to find housing at other locations near the Center. The allowed length of stay for WSU staff and guests is up to six months, provided that Center student requests are first accommodated. Deviations from Olson House resident policy must be approved by the Director.

Pesticide Safety and Signage

Follow all current Agricultural Worker Protection Standards (WPS) and WSU Mount Vernon pesticide safety guidelines (see your program’s Safety Committee representative for more information). Pertinent pesticide safety information is available during your orientation meetings, on the Center’s safety bulletin board at the southeast entrance (to the head house), during various safety trainings, from your supervisor, and via e-mail notification. Watch for e-mail pesticide application postings for greenhouse and field, and avoid those areas as directed.

If you need to acquire a Washington Pesticide License, you can get information from the Washington State Department of Agriculture. You can access English or Spanish study materials directly from the WSU Extension Online Store.

Pets

Please do not bring your dog or other pets to work or to the Olson House (see Washington Administrative Code regarding control of animals, WAC 504-36-020).

Professional Communications

Graduate school may be your first opportunity to work in a professional capacity. Thus, learning and practicing professional courtesy in the workplace is essential. Use of professional courtesy applies to your advisor and other faculty, staff, students and stakeholders with whom you interact -- both at WSU and beyond. When in a public setting, be sure to introduce your faculty advisor by title, and always give acknowledgement to faculty research programs. Be sure to use professional language in the workplace, and do not use vulgar language.

You are expected as a courtesy to your faculty advisor(s) to keep your advisor(s) informed ofyou’re your professional activities, such as invited speaking invitations, grant proposals, volunteering with WSU entities, training sessions, committee memberships, outside research opportunities and scientific exchanges. Copying faculty advisors on all relevant e-mail correspondences, direct conversations, and inquiries can be very helpful in fostering positive student-mentor relationships!

Purchasing/Credit Card Use

WSU Mount Vernon has three purchasing cards that can be checked out and used for approved purchases. Be sure to get approval from your advisor before making any purchase. The University provides several options for purchasing items. Detailed information is available on the WSU’s Purchasing Services website.

You are not authorized to make any type of purchase for WSU Mount Vernon unless you are familiar with the Center’s basic purchasing protocols. All purchase receipts must include the purchaser’s signature, the date (day/month/year) of purchase, and the program name and applicable expense account number. Please staple cash-register receipts to a piece of paper, and write this information on the paper -- not the receipt.

University policy requires any person who makes an unauthorized purchase to assume full responsibility for that purchase! If you are uncertain if a purchase is allowable, please first ask the Fiscal Specialist (purchasing) or Administrative Manager before purchasing an item with a WSU purchasing card.

Safety

Safety is taken seriously and is a shared responsibility among everyone at WSU Mount Vernon. You will participate in a workplace safety orientation when you first start work. Extensive safety materials and guidelines are available to all students at the WSU Environmental Health & Safety website and via the Center’s safety bulletin boards, safety cabinets, and Safety Committee. If you have any questions, please contact a member of the Safety Committee, which is responsible for pesticide storage, safety information materials in the conference room, and the safety bulletin board.

Scheduling Videoconferences and Conference Calls

There may be times when you need to arrange for videoconferences or conference calls. You may arrange videoconferences through WSU Academic Media Services. For conference calls, please visit WSU Information Technology Services. Please remember to check with the Fiscal Specialist (facility reservations) to ensure your meeting space is reserved in advance.

Smoking

Washington state law (RCW Chapter 70.160) and University policy (SPPM 6.10) both prohibit smoking in public places and places of employment. “Place of employment" refers to any area under the control of WSU through which employees are required to pass during the course of employment, including but not limited to entrances and exits to the places of employment. Smoking is prohibited within a minimum distance of 25 feet from entrances, exits, operable windows and ventilation intakes that serve an enclosed area where smoking is prohibited. Smoking is also prohibited in work areas, restrooms, conference and classrooms, break rooms and cafeterias, and other common areas (including inside University vehicles).

Student Resources and Suggested Reading

There is a small library of resources on scientific writing and classic journal articles available in the conference room. The National Academy of Sciences’ “On Being A Scientist: Responsible Conduct in Research” (copies available in the conference room and graduate student offices) is a quick read and important to peruse when you embark on scientific research. Copies of theses and dissertations written by former students are also available to be checked out on request. Over the years, previous students have assembled a variety of useful resources; these are posted on the WSU Mount Vernon graduate student server.

Telephone Use

WSU affiliates may make very limited personal use of a University owned telephone without violating state law, as long as the usage is de minimis, is not for private business enterprise, and is not for lobbying or political purposes. (See Business Policies and Procedures Manual, BPPM 20.37, for more information about limited personal use of University resources.)

Things To Do in the Area

Mount Vernon is the gateway to many attractions: the San Juan Islands in the Puget Sound (to the west); the North Cascade Mountains with the scenic Cascade Loop drive (to the east); two major metropolitan areas, Seattle and Vancouver BC (respectively 60 miles south and 90 miles north); and the Olympic Peninsula (to the southwest). There are countless entertainment and recreational opportunities when (if) you have the time! Below are a few places to get more information about local events and activities that interest you:

Anacortes Chamber of Commerce

BE in Bellingham Whatcom County

Burlington Chamber of Commerce

La Conner Chamber of Commerce

Lincoln Theater

McIntyre Hall Performing Arts

Mount Vernon Chamber of Commerce

North Cascades National Park

Olympic National Park

Riverside Health Club

San Juan Islands Washington Visitors Bureau

Sedro-Woolley Chamber of Commerce

Skagit Bicycle Club

Skagit Runners

Skagit Valley Tours

Skagit Valley Tulip Festival

Visiting Seattle

Visiting Vancouver, BC

Washington State Ferries

Washington State Parks and Recreation

Time Cards

Time cards for WSU Mount Vernon are now on an electronic time keeping system, Timekeeper. If you are appointed to a temporary hourly position (such as during summer months when you are not enrolled in WSU classes), you will be responsible for completing an electronic time card every two weeks for payroll purposes. Check with the Fiscal Specialist (payroll) for information on how to access an electronic time card and related time-reporting procedures and deadlines.

Travel Arrangements and Reimbursements

Check with the Fiscal Specialist (travel) before you travel out of state for work. Often a Travel Authority (TA) form must be completed before the dates of travel. Airfare cannot be reimbursed and must be approved and purchased in advance. Always see the Administrative Manager regarding airfare purchases.

For in-state travel, make sure your advisor is aware of your anticipated trip, because reimbursement for any travel expenses must be pre-approved by your advisor. You will also need a budget number to which your travel will be expensed. A Travel Expense Voucher (TEV) for mileage/hotel/food/shuttle/parking reimbursement must be promptly submitted to the Fiscal Specialist (travel) with appropriate receipts (e.g., hotel, parking, shuttle). Food purchases do not require receipts because they are based on per diem rates by location. All travel forms are located in the Center’s rear lobby, directly below student/staff mailboxes. Final TEVs are processed electronically, so please check in with the Fiscal Specialist (travel) for instructions.

Vehicle Use

There are many state and university regulations which govern the use of a state motor vehicle. Also, you may need to obtain a Fuel Card from the Facilities Manager (see Appendix III).

Washington State Residency

If you are not a Washington State resident, check the State of Washington / WSU Residency Requirements for rules pertaining to residency. Note that the determination of residency is governed by the statutes and policies of the State of Washington (not WSU). Students who do not establish residency within the accepted one-year timeframe will be assessed out-of-state tuition (see Graduate School Establishing Residency page.)

WSU Mount Vernon Facility and Land Use

WSU Mount Vernon has written policies and legal agreements on using state resources, public land and spaces, including the Agricultural Research & Technology Building, Olson Heritage Farmhouse, the Volunteer Display Gardens, greenhouses, screenhouses, and all our farmland used for cropping and experimental research purposes. The auditorium, kitchen and small conference room are general-use areas and are available on a first-come, first-served basis. You must first check with the Fiscal Specialist (facility reservations) in order to reserve a meeting space. There are sign-up sheets in the processing lab and transfer chamber for use of those areas. You must check with your advisor or the Facilities Manager before using a greenhouse, screenhouse or field space. All general-use spaces must be left clean and in good condition.

WSU Mount Vernon Farm Equipment and Tractor Safety

The Center offers a wide variety of implements and farm equipment items. You must always ask before using and return these tools in good condition. For small farm implements, most programs have their own tools stored in designated areas in the quonset hut. To keep segregated, most tools are color-coded by program: black for Weed Science (WS); blue for Vegetable Pathology (VP); green for Small Fruit Horticulture (SFH); orange for General Administration (GA); pink for Vegetable Horticulture (VH); purple for Vegetable Seed Pathology (VSP); yellow for Entomology (ENT).

Large farm implements and farm machinery (such as combines, harvesters and tractors) can only be used pending permission and training by GA staff and viewing a tractor safety video. Your safety is paramount!

WSU Mount Vernon Lab Equipment

The Center offers a wide variety of lab equipment items, which vary in value and sophistication (see Appendix II). You must always ask permission before using and leave equipment in good condition afterward. General-use items include those in the media prep room, and permission and training are required before use. If you need to use the molecular laboratory, you must first contact the Vegetable Seed Pathology program leader or scientific assistant for specific information and training.

WSU Mount Vernon Safety Committee

The Safety Committee, elected annually by vote of Center faculty and staff, is in charge of pesticide storage, safety materials and safety bulletin boards. It is comprised of one faculty representative, one graduate student representative and one representative from each research program. Safety is taken seriously at WSU Mount Vernon. Extensive safety materials and guidelines are available to all employees at the Environmental Health and Safety (EHS) website and via the center’s safety bulletin boards, safety cabinets and Safety Committee. Please contact a member of the Safety Committee if you have any questions.

WSU Policies and Procedures

As with any public university, WSU has extensive policy and procedure guidelines and rules. These can be found on the WSU Business Policies & Procedures webpage. Some of the most relevant to you are listed in Appendix V.

Part IV: UPON COMPLETING YOUR DEGREE

When You Graduate

Your advisor will provide you with a copy of the checklist (below) of what you need to do before leaving the Center. The Graduate School website is a great resource. Ask questions rather than miss deadlines!

_____ Advisor, advisory committee, and Center notified of exit seminar and final exam date/time

_____ All Graduate School and department procedures/deadlines re: completion of degree, double-checked

_____ Computer access removed by IT Specialist

_____ Copy of thesis provided to front office

_____ Exit seminar with Director (or Graduate Student Coordinator)

_____ Final housing arrangements/payment completed with front office, as necessary

_____ Forwarding contact information provided to Administrative Manager

_____ Future plans—write-up provided to front office for website

_____ Plans for ‘walking’ in Pullman, and date/time availability for Center celebration provided to Advisor and

Grad Student Coordinator

_____ Proximity pass and/or keys returned to IT Specialist or Facilities Manager

_____ Research documents (including lab notes, research data, manuscripts, photos, reprints) organized

neatly and turned over to Faculty Advisor

_____ Research program supplies (camera, laptop, etc.) returned in good condition to advisor

_____ Space (desk/office; field, greenhouse, lab) clean-out verified by Graduate Student Liaison or Advisor

within five (5) days of final grade submission/semester end date

_____ All food and personal items removed from break-room cupboards and fridge

_____ MyWSU (zzusis) forwarding address/contact information updated by Student/Post-doc

Student to sign, date and return to advisor, who forwards to Administrative Manager when completed:

_________________________________________________________________ ____/____/____

Student Signature Date

APPENDIX I — The ARTB

Building Operational Hours

The Agricultural Research & Technology Building (ARTB) has three separate heating systems or areas: 1) lobby and auditorium, 2) office employee area and 3) lab wing. The occupied schedule is 6:30 a.m. to 7 p.m. Monday through Friday for the Auditorium and Office wing, and 8 a.m. to 3:30 p.m. Saturday and Sunday for the office area only. You enter the lab wing through the double doors near the break room. It is the only area for which the heating system can be started in the unoccupied schedule without software changes. The lab area runs 24/7.

Furnishings

Please be careful of the floors when moving furniture. Chairs and tables in labs and offices need special casters. The divider wall in the auditorium is open/closed by Facilities staff only. Check if you need help or have any questions. Fire code mandates that furnishings cannot be placed in hallways.

Greenhouses

WSU Mount Vernon implemented new policies on greenhouse use in 2011. To use a bench, sign-up is required and a modest fee is charged. Please check with Facilities Manager to reserve space. You are responsible for washing and sanitizing the pots and benches you use. Let the research technician in your program know if potting mix or other supplies are low.

Greenhouse Argus Control System

The greenhouse bays are assigned to programs by the Facilities Manager. Climate control settings are adjusted according to program needs. Any changes must be made by Facilities Manager.

Plumbing

In the event of a major water leak, the main water supply shutoff to the ARTB is located inside the building at the south entrance area. There is tag on the orange-handled ball valve indicating cold water. Facilities staff must be notified immediately if any water leak occurs. Many individual appliances and scientific pieces of equipment have individual shut-offs at their location; these should be utilized to isolate specific problems if they occur.

Power

The ARTB has a back-up generator for emergency operation of critical systems in the event of a power failure. Facilities staff are alerted by an automatic phone-dialing system.

Residency

If you want information about establishing residency in Washington state, the State of Washington / WSU Residency Requirements web page has detailed information. Determination of residency is governed by the statutes and policies of the State of Washington -- not WSU. Students who do not establish residency within one year will be assessed out-of-state tuition.

Security System

1. The first person who enters the building will need to DISARM the security system in the entry area(s). This requires you to have a proximity code and a security code. If you do not have a proximity card and a designated security code, please notify the Facilities Manager in order to obtain them. After using your proximity card to gain entrance to the building, enter your four-digit security code and press ENTER on the lower right of the alarm keypad(s) located inside near the entrance. There is a 60-second delay before the system alarms after your proximity card is accepted by the reader on the outside of the building.

2. Entering your code in the lobby keypad only disarms the lobby. When you use your proximity card to enter the office corridor to the south, you must then repeat the procedure and enter your code on the keypad just inside the door to your left, next to the Director’s office. Now both areas of the security system are disarmed.

3. The last person to leave the building must ARM the system(s). This is done using the same procedure as disarming: enter your four-digit code and press ENTER. Before the system will accept your code, the screen must read AREA 1 OFF or AREA 2 OFF. You must then stand close to the keypad and stand still for up to 10 seconds so as not to trip hallway motion detectors.

4. If faults exist, the system will not arm to protect the security of the building. Do not force arm the system if prompted on the screen. Try reducing movement, and watch for the screen to change to AREA OFF; then enter your code and proceed out.

5. Once your code has been accepted, you have 60 seconds to exit the building. The keypads will make an audible chirp during the arming countdown as they do during the entry delay.

6. If you encounter problems that do not self-correct, call the Facilities Manager at 360-770-9613.

Septic System

The WSU Mount Vernon Research Center has an on-site domestic waste-water treatment and disposal system. The longevity of the system is greatly affected by how it is used. Please adhere to the following practices:

• Do not put coffee grounds or food scraps into the sink or toilets; scrape leftovers from plates into worm bins or garbage cans before washing dishes.

• Do not flush down the toilets hair combings, dental floss, sanitary napkins, tampons, wipes, cigarettes, gauze bandages, paper towels, oils, grease, bleach or any items other than toilet paper.

• Always use phosphate-free soaps.

APPENDIX II — Special Equipment

Autoclave

Before using an autoclave, check with a research technician, read the instructions, and be sure you understand the procedure. When a sign-up sheet is present, use it. Note: all autoclaved petri dishes/cultures must be disposed of in the outside dumpster the same day they are autoclaved. Your items must be promptly removed from an autoclave, because someone else may be waiting to use it.

Balances

Be careful when using balances, and clean them after each use. Do not remove balances from a lab without first asking.

Biological Safety Cabinet

The cabinet runs on an independent exhaust fan, which can be turned on at any time. Special training is needed for users of this hood before use. (See the Vegetable Seed Pathology Program Scientific Assistant regarding proper use and safety guidelines.)

Fume Hoods

Use a fume hood whenever working with aerosols, chemical dusts or fumes. To access a fume hood, locate the thermostat in any lab room which has one. To activate the exhaust fan, press and hold the button on its face; doing so will supply all fume hoods until midnight, at which time they shut down. If an extended run time beyond midnight is required, please contact the Facilities Manager.

Laminar Flow Hood

Multiple people use the laminar flow hood, so please use the sign-up sheet to reserve it prior to use. Keep the hood clean, and do not store plates here for prolonged periods. Make sure you swab the surface with 70% ethanol before and after use, and make sure the main gas valve (near the wall) is turned off each day.

Molecular Lab

The Core Molecular Laboratory in Room 148 in the WSU Mount Vernon ARTB is a shared facility for use by trained personnel in all Center research programs. Anyone who uses equipment in the Core Molecular Lab must first be trained in the appropriate use of the various pieces of equipment by the Vegetable Seed Pathology Program Scientific Assistant, who oversees operation of the Core Molecular Lab. Students, staff, faculty and others (including any visiting scientists) who want to use the equipment must be trained and made aware of which equipment is available for general use and which equipment belongs to specific programs. For use of the latter, permission must be obtained from the program to which the equipment belongs.

For programs using the Core Molecular Lab equipment, space will be assigned in the freezers associated with the Core Molecular Lab, including freezers in other rooms/labs. The DNA freezer housed in Room 153 is for long-term storage of purified DNA extracts only; no plant or soil material may be stored in that freezer.

Each research program must also provide its own set of pipettors, tips, and other consumables for its work. In addition, DNA/RNA extraction procedures must be done outside the main Core Molecular Lab (Room 148) due to potential contamination of downstream applications in this room. After using Core Molecular Lab equipment, you are responsible for cleaning that equipment -- including facilities and bench tops -- using approved cleaning agents in order to prevent contamination of surfaces/reagents and avoid interference with other Lab users’ projects. By following these guidelines, the Core Molecular Lab can continue to be a useful resource for all WSU Mount Vernon programs.

APPENDIX III — Vehicle Use

All vehicles at WSU Mount Vernon are State or Federal Property and must be used for official business only. Appropriate usage is defined under the WSU Safety Policies and Procedures Manual (WSU BPPM 7.10). The Center operates a motor pool of vehicles for official use, such as work travel or offsite research trials. Each vehicle is available to faculty, staff, students and other WSU employees and affiliated groups. These vehicles are available by reservation on a first-come, first-served basis. Reservations are made by registering dates needed on calendars located in the old greenhouse, building 4002. Use of motor-pool vehicle includes a daily rental fee, which is set by University policy based on vehicle type and actual fuel cost.

Most WSU Mount Vernon research programs are assigned vehicles which belong to their programs and which are used for both offsite travel and onsite farm access. There is no motor-pool fee when programs use their own vehicles onsite or offsite. Programs are responsible for all fuel cost for their own vehicles, regardless of whether they are fueled onsite or at a gas station. Your program may share owned vehicles with other programs; so although no motor pool fees apply, clear communication must occur before you borrow a vehicle. The borrowing program is responsible for fuel used.

The Center’s fuel system utilizes both user and vehicle codes for access. Each vehicle is assigned a four-digit number, usually the last four digits of the license plate. If you have been assigned a four-digit code for the ARTB alarm system, that is your user code for vehicle use as well. If you are not approved for activating/deactivating the ARTB alarm system, you will be assigned a vehicle user code only. You will be given more detailed training with the Facilities Manager when you request fuel-system access.

Fuel is cheaper at the Center than at gas stations due to state contract purchasing agreements. If you need to refuel at a gas station during a long trip, fuel purchasing cards for this purpose are located in each vehicle. You will be given specific training on use of these cards as needed upon arrival, because procedures change over time with various providers.

You must obtain a receipt for all offsite fuel purchases. As a driver, you must give the original receipt to the Administrative Manager upon the vehicle’s return to the Center. Please staple the receipt to a piece of paper, on which you must note your name, vehicle driven, and program budget number to which the fuel purchase will be expensed. Do not leave receipts in the vehicle!

All Center vehicles are equipped with a clipboard of log sheets used for documenting vehicle use. Each person who uses program and motor-pool vehicles must complete a log sheet.

If you observe a vehicle safety or mechanical issue, please note it on the motor-pool-vehicle log sheet; and promptly notify Maintenance staff by email or by phone.

APPENDIX IV — Student Health Insurance

(with reference to WSU’s Graduate Assistant Plan)

WSU provides a student medical insurance plan as a benefit to eligible Graduate Student Assistants. This section provides information on how to access health care while away from the Pullman campus. Further information can be obtained through the WSU Student Medical Insurance webpage.

The following are some highlights of the student medical insurance plan. Please note that this benefits plan is subject to change, so check with the insurance administrator, AIG Educational Markets, regarding your specific coverage information:

• The plan generally pays 75% of the allowed amount. If the bill is $300 but the allowed amount is only $200, insurance will only cover 75% of the $200.

• This can be avoided if you go to a provider which is part of the First Choice or Beech Street networks (hospitals are almost all within these networks). These providers cannot charge above the allowed cost, so your insurance will cover 75% of the total cost.

• There is a yearly $250 deductible (this deductible occurs everywhere outside of Health and Wellness Services (HWS). At HWS the deductible is only $50, because students in Pullman pay a Student Health Center fee which is waived for students at research and extension centers. The annual deductible is based on the date your coverage begins and must be paid accordingly for continuing coverage each subsequent year your plan is in effect.

• Preventive services are covered at 100% (and no deductible applies) when you obtain service from a “contracted provider” (HWS at Pullman or Providence clinic in Spokane). The research and extension locations do not have access to a contracted provider, but you can arrange for insurance coverage by contacting WSU Health and Wellness Services beforehand (or directly after the appointment, since it takes some time for the claim to reach the insurance company) if you seek a preventive intervention, such as a women’s health exam or physical exam. Email student.insurance@wsu.edu or phone 509-335-3575, #3.

• The Student insurance plan applies in any country, so you can take it abroad; contact HWS if you need help with this. You will be responsible for the bill, but HWS will assist with your claim.

• Prescription benefits are 80% for generic and 60% for branded, after a $250 deductible.

• You can use your insurance at any pharmacy, but you will have to pay up front for the prescription and then submit a claim to the insurance company for reimbursement. Another option is to use the HWS Pharmacy in Pullman (509-335-5742) for mail-order prescriptions that are taken regularly. (If you use this service, the deductible is only $50). Sleep-disorder and hair-loss medication are excluded; however, if you are using these medications for some other issue, they may be covered. (Contact HWS for more specific information.)

• The reason you cannot use your insurance at other pharmacies without having to submit a claim to get reimbursed is that there is nothing in place for automatic claims; the insurance company would have to hire a third party to do this, and the cost of that service would increase your premium.

• The plan pays for 75% of surgery costs and hospital bills -- but not for anaesthesiology! If you need to have surgery, contact HWS in advance, for a full explanation. There is an Emergency room co-pay, which is waived if you are admitted.

• If you are in a car/motorcycle/bicycle accident and are wearing your seatbelt/helmet, your deductible will be waived. It is helpful if your medical service provider’s office notes this on the billing statement.

• With a $50 deductible if you go to a network dental care provider (Delta or Washington Dental Services), your dental benefits plan pays for two (2) cleanings per year at 90%; fillings (as well as related services) are covered up to 75%. The annual maximum benefit is $1,000. Be sure to present your dental insurance card -- not your medical insurance card -- at dental appointments.

• There is no deductible under your vision benefits plan. You can go to any optometrist, and your vision benefits play will pay up to $65 for an exam and $200 for lenses and frames every two (2) years. If you see a medical doctor and not an optometrist, the medical doctor may submit the claim for you; but if you go somewhere like Costco, you may have to submit the insurance claim yourself.

• Once you have created an account with AIG, you can access the required claim form(s). Make sure to make copies for your records after completing and before submitting any claims.

• An insurance broker assists HWS in contracting for benefits. There is very little that can be changed in terms of coverage. Reimbursements and deductibles can be negotiated, but any negotiated amounts will affect your premium.

At the beginning of each semester when the university is processing assistantships, there may be an estimated two-week period during which insurance companies will not have you on record. If you need coverage during this time and the insurance company denies you based on lack of coverage, call HWS Billing Services at 509-335-3575, #3.

If you did not receive either dental or medical insurance cards in the mail, you can print them out after signing onto the AIG and Delta Dental websites. Insurance coverage information is also available on those websites.

IMPORTANT

Download and review the following brochures

regarding your student health and dental insurance plans:

Please note that these benefits plans are subject to change, so check with the insurance administrator, AIG Educational Markets, regarding your current plans:

Your health/dental plan booklet:



Your health/dental plan summary:



Information brochure on AIG Assistance Services

(i.e., worldwide travel assistance, medical assistance etc.):



Appendix v — Links to Important WSU Policies & Procedures

Alcohol and Drug Policy (see also WSU Executive Policy #20)

Business Policies and Procedures Manual

Code of Ethics (see also Ethics in Public Service Act, RCW 42.52)

Computing and Network Use Policies (see also WSU Executive Policy #4, Electronic Communication Policy)

Conduct Policies

Disclaimer & Freedom of Expression Policy

Domestic Violence

Educational Policies and Procedures

Equal Employment Opportunity / Affirmative Action (EEO/AA Compliance)

Executive Policy Manual

Graduate Student Policy and Procedures Manual

Graduate Student Rights and Responsibilities

Nepotism

Non-Discrimination Statement

Office of Internal Audit State Whistleblower Act (see also State Employee Whistleblower Protection Act, RCW 42.40; and Washington State Human Rights Commission Whistleblower Retaliation)

Other WSU Policies and Procedures

Personal Use of University Resources

Policy and Program for a Drug-free Workplace

Reasonable Accommodation (see also WSU Office for Equal Opportunity)

Safe Environment (see also BPPM 50.30, Workplace Violence and Bullying)

Safety Policies and Procedures Manual

Sex and Gender Based Discrimination (see also WSU Executive Policy #15, Policy Prohibiting Discrimination, Sexual Harassment, and Sexual Misconduct)

Use of University Property

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